Administrative Assistant — Innovation Center & Design Thinking

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Department Jill Ker Conway Innovation & Entrepreneurship Center



Job Description



Job Summary

The Conway Innovation & Entrepreneurship Center (Conway) empowers students to navigate life’s complexities by equipping you with the skills to move forward intentionally, manage resources ethically, and take financially sustainable action. The Design Thinking Initiative (DTI) encourages responsible innovation by integrating design methods, mindsets, and opportunities for hands-on making into the

Smith experience. It is the place where heads, hearts, and hands come together to explore, create, and play! Together, Conway and DTI represent half of Smith’s Collaborative Innovation units.

The Administrative Assistant is responsible for providing comprehensive administrative support for the Conway and DTI staff. Oversees central office functions by managing student staff, space use and requests, procurement, record-keeping and expense tracking for both units. Assists the Conway Operations Manager and DTI staff in executing large-scale program activities.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Administrative Support (40%):

• Oversee administrative tasks related to hiring, training, and compensating student workers
• Delegate and ensure the timely completion of intern-assigned tasks and projects
• Track and replenish office supplies and materials for the resource libraries, DTI Prototyping Studio, and Conway maker cabinets
• Orders, keys, office equipment and supplies
• Maintain general oversight of assigned building spaces including coordinating work
• Approve requests for Capen Annex and Conway Classroom in scheduling tool (i.e., 25
  
  Live)

• Process faculty and student stipends, invoices, reimbursements, awards, and guest honoraria in timely manner
• Reconcile procurement card expenses for DTI staff
• Record all expenses for Conway, DTI, and GFX in internal budget tracking spreadsheets
• Reconcile internal accounting against college’s financial management system
• Work with Operations Manager to provide quarterly budget reports
• Maintain policy-compliant financial files as required by the college

• submit required information to Registrar for all credit-bearing courses by applicable deadlines
• make all arrangements required by guest speakers to GFX 100
• provide administrative support to financial accounting instructor
• provide backup administrative support to faculty in partnership positions (i.e. VAP in Ethics Across the Curriculum and LAS Post-doc, DTI faculty engagement)

• ensure proper table/chairs set-up and waste management plan reserve rooms, order catering, and secure technological support as needed
• arrange sufficient student intern staffing
• off-campus student/staff excursions, make air/ground transportation and lodging arrangements for guest speakers
• the successful execution of large-scale public events (e.g., Joypalooza and Maker Faire)

• provide support to Conway Operations Manager and DTI staff
• Maintain master calendar of activities in identified tool (i.e., Google)

• Attend administrative assistants’ meetings organized by the Associate Dean of Faculty to stay current with the college’s procedures and policies
• Update operational best practices documentation as needed
• Connect with colleagues from other departments on campus (such as Event Management, College Relations, Budget & Finance, IT, etc.)
• Ensure student attendance data is collected and entered in appropriate tracking platforms for Conway and DTI
• Represent the Conway and DTI at campus wide events, which may include Central Check In, Resource Fairs, Open Campus Weekends, Commencement, and Reunion
• Perform other duties as assigned